Request for Proposals:
CTA25022 Communications Support Services

February 3, 2026 Update: See below for questions the Conservancy has received and the Conservancy’s answers.

The California Tahoe Conservancy seeks a contractor to provide communications support services.

Read the full request for proposal. [PDF]

Key Action Dates

Request for proposals available to prospective proposers: January 13, 2026
Question submittal deadline: 3:00 p.m. on January 27, 2026
Responses to questions posted: 3:00 p.m. on February 3, 2026
Final Date for Proposal Submission: February 10, 2026

Questions Regarding CTA25022 Communications Support Services 

What is the anticipated volume of communication projects per month or quarter over the 30-month contract term? / Can the California Tahoe Conservancy provide an estimate of the anticipated annual volume for key work types (e.g., graphic design requests, social media assets, reports, and outreach materials)?
The Conservancy does not commit to a specific volume of projects. The number of communication projects varies by need, but generally may range from 1-3 per month at any given time.

Can you provide examples of typical requests (e.g., number of graphics, videos, multilingual materials)?
Examples of types of requests may include:

• Design and layout of multi-page documents
• Design and layout of posters and flyers
• Photo/video shoots at various locations in the Lake Tahoe Basin, including any photo/video processing
• Translation of documents from English to Spanish, ranging from one to 20 pages

Are there specific planned projects or campaigns for the contract period that we should account for in our proposal, or is this entirely on-call based on emerging needs?
The selected contractor will work on projects at the direction of the contract manager on an as-needed basis.

How do you envision allocating the $130,000 budget between ongoing retainer services versus discrete project-based deliverables?
This is not a retainer contract. The contractor will invoice the Conservancy for work completed and delivered.

What specific challenges or gaps from previous communication support contracts are you seeking to address with this procurement?
No specific challenges or gaps exist. This contract is for new work not yet undertaken by any current or past contractor.

Is there an incumbent contractor for this scope of work?
SDBX Studio was most recently under contract for a similar scope of work. That contract ended on January 31, 2026.

What level of production complexity and duration ranges are typical for video projects the Conservancy commissions?
Typical projects have included a contractor or subcontractor working with the Conservancy’s contract manager to schedule out multiple days of shooting, locations, goals, and shot lists; contractor or subcontractor then arranged for personnel, possibly including subcontracted models, and executed the shoot(s) and provided digital files. Duration varies, but has included up to four or five one-day shoots in a given calendar year. Duration may differ from this in the proposed contract, and the Conservancy implies no guarantees of a minimum or maximum amount of work.

When materials are needed in Spanish, Washoe, or other languages, is the contractor responsible for translation services, or will the Conservancy provide translated content for the contractor to design?
Examples of materials needed in Spanish may include text of Conservancy press releases, signage, web pages, story maps, flyers, posters, video closed captions, and multi-page printed documents. In some cases, the contractor or subcontractor will be responsible for translation services. In other cases, Conservancy staff or other vendors will supply the translations.

Examples of materials with Washoe language needed may include many of the same examples as above, but in less frequent use. In the cases of translation into Washoe, the Conservancy typically collaborates with leadership of the Washoe Tribe of Nevada and California to seek permission for the use of the Washoe language and guidance on translation, with such engagement taking place outside of a contract such as this one.

Are there specific cultural consultation protocols or tribal partnership requirements we should plan for when developing materials involving Washoe language or cultural content? In most cases, Conservancy staff will take the lead on consultation with the Washoe Tribe of Nevada and California. In scenarios where the contractor engages directly with Tribal leadership or staff, the Conservancy will provide specific guidance.

Does the Conservancy have existing brand guidelines, templates, or a style guide that the contractor must follow, or will brand development be part of this scope? The Conservancy already has such brand guidelines, templates, and a style guide.

Does the Conservancy currently use a digital asset management (DAM) system or similar platform?
No.

Are there preferred file formats and delivery systems that would complement your current capabilities?
The Conservancy can accept most common file formats, such as Microsoft Office files, Adobe Creative suite files, typical image and video file formats (.JPG, .PNG, .MP4, .MOV, etc.). The Conservancy has no preferred delivery system.

What creative/communication capabilities do you have in-house, and how do you envision the contractor complementing those resources?
In-house capabilities are quite limited; the contractor will complement in-house resources by providing services for which staff lacks sufficient availability and expertise.

What is the typical approval process and timeline for deliverables, and how many stakeholders are typically involved in review cycles?
Timelines for deliverables range from a week to multiple months. The contractor will provide drafts or proposed final versions of deliverables to the contract manager for approval. The Conservancy’s contract manager will typically be the sole point of contract for approval or direction for further revisions. The number of stakeholders varies—some deliverables only require Conservancy approval, while other projects will involve review from Lake Tahoe Environmental Improvement Project (EIP) partners—but the contract manager will remain the point of contact providing all feedback and direction.

Given the option to amend for either time OR additional 30% budget as noted in section A, under what circumstances would you typically exercise either of these options?
This option is for unusual circumstances. Examples of past contracts for which the Conservancy sought such amendments include contracts where working norms were disrupted by COVID-19 or the 2021 Caldor Fire. (During the Caldor Fire, most Conservancy employees evacuated from the region for a duration of multiple weeks.)

Can the Conservancy provide examples of GenAI use that would require disclosure versus tools that would not?
Per the applicable General Terms and Conditions: “Generative AI (GenAI) means an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data. (Gov. Code § 11549.64.) Contractor shall immediately notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance.”

While the Conservancy has no specific examples of its own, the section of the State Administrative Manual (SAM) cited in the RFP does provide examples. Please review the definitions and examples there for more information: https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2

What if we cannot find a Disabled Veteran Business Enterprise (DVBE) suitable for the Scope of Work outlined in the RFP and to meet the 3% participation requirement?
Three percent is the minimum DVBE participation for this contract. The Conservancy may reject proposals with less than three percent DVBE participation. Proposers can seek certified DVBE firms on the SB/DVBE Certification section of the CalEProcure website.

Is there an overall page limit for the submissions?
No. The Conservancy encourages proposers to limit proposals to reasonable length to facilitate efficient proposal review, but requires no specific page limit.

Must the Budget Estimate strictly follow the format presented in Attachment 3 (Sample Cost Proposal Worksheet), or may we use a different format as long as it includes comparable details?
Please use the same format presented in Attachment 3.

Which deliverables listed in the Scope of Work are considered the highest priority during the contract term?
Priorities may vary over the duration of the contract term, but the Conservancy generally anticipates the graphic design to be a top priority, with photography and videography being of a secondary priority, and translation services being of a supporting priority.

What percentage of work is expected to be planned in advance versus short-notice or rapid-turnaround requests? The Conservancy cannot set such a percentage in advance, and anticipates that the turnaround time for requests will vary. The Conservancy aims to set reasonable deadlines in coordination with contractor availability, without requests for rapid turnarounds unless necessary because of unusual circumstances, and expects comparable reasonableness of its contractors.

Will there be a single project manager assigned for this contract, or should proposers anticipate working with multiple program-area requestors?
The Conservancy will designate a single contract manager who will be the primary point of contact for the contractor.

Is there an expected or typical number of revision rounds per deliverable?
Number of revision rounds vary by the nature of the project and number of additional partners with whom the Conservancy is developing the products. Some projects may have as few as one or two revision rounds. Larger, more complex projects may have six-to-eight rounds or more.